Agenda

1. Agenda Office of State Finance Communications and Governance Introductions FMS Team Responsibilities Current Project Status Prioritization, Organization and Issues FMS Commitments Future Meetings Feedback and Questions

2. OSF Advisory Group Contact Information • Michael Grisser – 522-1714 - michael.grisser@osf.ok.gov • Jennie Pratt – 521-6160 - jennie.pratt@osf.ok.gov • Laura Swingle – 522-4064 – laura.swingle@osf.ok.gov • Loren Turner – 522-1739 - loren.turner@osf.ok.gov

3. Agenda Office of State Finance Communications and Governance Introductions

4. Governance / Communications Approach Partner Meeting • Senior management briefing • Strategy / Portfolio Management • Permanent members OSF (DCAR, ISD) OPM, DCS • Revolving membership ODOT, OESC, DEQ, Commerce, DHS HR/Payroll Advisory Group Finance Advisory Group Procurement Advisory Group Future Future • Management briefing • Process / Continuous Improvement • Lead by OSF (ISD/DCAR) • Agency Financial Leadership Production Specific Communications

5. Purpose of Partner Meeting • Quarterly review of projects • Communicate Plans, Status, and Issues • Communicate Resource Requirements • Receive Feedback and Guidance from Key Stakeholders Stakeholder Communication & Feedback

6. Purpose of Financial Advisory Group Meeting • Bi Monthly review of Financials Management Systems (FMS) improvement initiatives • Communicate Plans, Status, and Issues • Review and provide input on ranking of priorities • Communicate resource requirements • Receive/Provide feedback and guidance • Focus is on continuous improvement • Assist with building a best in class system Communication/Feedback/Prioritization

7. What is this all about CONTINUOUS IMPROVEMENT

8. Agenda Office of State Finance Communications and Governance Introductions FMS Team Responsibilities

9. FMS Team Responsibilities • **Maintain the business services that are in production • **Provide continuous improvement • Implement new business services • Rollout business services to new agencies ** Represents items that the Financial Advisory Group provides input

10. Financial Mgt Systems Payroll/Human Resources Other Implemented In Process Planned OSF Business Services Reporting / Business Intelligence Project Analytics Financial Analytics Human Resource Procurement & Spend Extend / Collaborate Strategic Sourcing - 1 E-Supplier - 1 Employee Self Service – 45 Enterprise Learning Mgmt - 2 OK.GOV Portal Help Desk Self Service AP Workflow Expenses (travel) Manager Self Service E-Bill Payment eProcurement Transaction / Streamline General Ledger - 175 Accts Payable - 175 Human Resource - 132 Base Benefits- 131 Help Desk - 3 Grants Provisioning Purchasing - 130 Budget - 174 Payroll - 131 Time & Labor Licensee Account Rec - 2 Billing - 2 Higher Education Interface Asset Mgmt Project / Grants / Contracts Inventory P-Cards

11. OSF Team Responsibilities OSF Resources Spend 67% of Their Time on Projects and 33% On Support

12. Agenda Office of State Finance Communications and Governance Introductions FMS Team Responsibilities Current Project Status

13. Portfolio/Project Framework Portfolio (3 Year Plan) Maintain Operational Improvements Define / Implement Services Project Framework Concept - Identifies a project idea, potential benefits and initial scope Initiation • Defines and authorizes a project obtains budgetary estimates • - +/-50% Plan Updated Portfolio and Scorecard Planning - Defines objectives and plans the course of action required to attain the objectives - +/-10% Plan Updated Portfolio and Scorecard Execution - Integrates people and other resources to carry out the plan - Updated Scorecard, Monthly Status Close

14. Multi Agency Business Services Opportunity Map New Project New Project Concept Initiation Planning Execution Close 2010 2011 2012 Asset Mgmt Pilot Asset mgmt Rollout Scanning and bar coding Assets Inventory Rollout Inventory Implementation Financials Upgrade E-Perfromance Budget Integrated Item Maintenance Grant/Project/Contracts Rollout Apply Bundles Address Scrubbing Software PCard Inventory ODOT Training Web Delivery Supply Chain Mgmt eBill Pay Org Publisher Apply Bundles 2011 Voucher Build Expense Module Govt Risk & Compliance Grant/Project/Contracts Rollout Treasury Leave Request Approval Backfill Developers Time and Labor Rollout Deposits AP Workflow Archiving Phase 2 Apply Bundles 2011 Business Intelligence Financial Analytics GPC Pilot – ODOC/DEQ Higher Education Interface Financial Management Backfill Developers T&L Mgr Self Service Rollout e- procurement OSF/ODOT AR Billing Time and Labor for Non b-weekly Carl Albert Payroll Strategic Sourcing- e-Supplier Rollout Enterprise Learning - Rollout Enterprise Service Automation Openbooks Phase 3 Employee Self Service Rollout CAFR Reporting GPC Pilot – ODOT/OESC Commitment Accounting Rollout Licensing Data Staging Area ODOT Human Resources Time and Labor Pilot T&L Manager Self Service Grants Provisioning ARRA Transparency Human Capital Management Other Supplier Relationship

15. Execution Close Closed Projects Schedule 2009 2010

16. Projects in Execution Delivery Schedule

17. Agenda Office of State Finance Communications and Governance Introductions FMS Team Responsibilities Current Project Status FMS Commitments

18. FMS Commitments • The FMS team will communicate status to agencies as well as receive guidance from agencies by conducting quarterly partner meetings and start advisory group meetings. We will also publish a bi-monthly newsletter • The FMS team wants to place more emphasis and effort on operational improvements to better serve the system users. We will also engage agencies for continuous improvement ideas and ranking of priorities. • Time the team can commit to continuous improvement. We will engage with agencies to assist with testing and rollout of items.

19. Agenda Office of State Finance Communications and Governance Introductions FMS Team Responsibilities Current Project Status FMS Commitments Future Meetings

20. Future Advisory Group Meetings • Review any changes or enhancements to the system • Status of changes or enhancements currently in process • Review and rank any new/proposed changes or enhancements • Provide users a forum to request changes/enhancements

21. Resources/Process for Future Meetings • Around 1 week before each future meeting we will provide a list of prioritized items • In the meetings, we will explain the items as necessary to provide additional clarity • We will solicit input/feedback on priority of the items • After each meeting we will send an updated (re-ranked) list and we will estimate what will be completed in the next 60 days

22. What We Need From You • Participate in the Process • Provide feedback on what you would like us to focus on • Look at the “Big Picture” • What is best for the State as a whole • What will provide the best value • Bring ideas for improvement • Assist with ranking priorities

23. Agenda Office of State Finance Communications and Governance Introductions FMS Team Responsibilities Current Project Status Prioritization, Organization and Issues FMS Commitments Future Meetings

24. Prioritization and Organization • What do we focus on and how do we rank items to be worked • 1. Production Impact (break fix) • Something that once worked but now does not • Something that has been found to be inaccurate • 2. Recurring Problem/Issue (problem log) • An issue that exhibits a pattern that can be corrected (root cause) • 3. Service Requests • Requests from users to correct issues (not break fix), provide more data, enhanced data or additional functionality

25. Problems/Issues

26. Problems and Issues • Calendar 2009 Occurrences • 29 - F-11-KK_liquidation • 13 - F-17-Recycle_stat_vchr_dup • 2 - F-18-Recycle_stat_vchr • 8 - F-19-Warrant_fix • 3 - F-29-Ophan_row_kk_source • 4 - F-31-Dup_tran_ids • 1 - F-37-Out of Balance Journal Entries • 4 - F-40-Voucher File Error • 64 – Total Occurrences • Please refer to attachment “A” for a detailed list of problems/issues

28. FMS Service Requests Please refer to Attachment “B” for detailed FMS list.

29. Agenda Office of State Finance Communications and Governance Introductions FMS Team Responsibilities Current Project Status Prioritization, Organization and Issues FMS Commitments Future Meetings Feedback and Questions